added automation playbook

communication/youtube/youtube-publish-automation.md

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+# Zapier Integration Playbook: Standard Operating Procedure
+
+## 1. Overview
+
+**Workflow Name:**  
+Zaps: Zoom Recording to Google Drive & YouTube
+
+**Template:**  
+https://zapier.com/shared/1cf48789b958c3e2bf8cae14ed25c6943f193a7f
+
+**Purpose:**  
+Automates the flow of Zoom cloud recordings into Google Drive for backup, and then uploads them to YouTube, assigning them to the correct playlist.
+
+**Owner:**  
+[@youtube-admins](https://github.com/kubernetes/community/blob/master/communication/moderators.md#owners)
+
+**Last Updated:**  
+Oct 29, 2025, 09:15 AM CET
+
+
+## 2. Workflow Diagram
+
+**High-level visual sequence:**
+
+1. Zoom: Detects new cloud recording
+2. Formatter: Normalizes the recording date
+3. Google Drive: Uploads the file to a shared drive folder
+4. YouTube: Uploads the video with title, description, and privacy settings
+5. YouTube: Adds uploaded video into the correct playlist
+
+![Zapier Workflow Diagram](zapier-workflow-for-k8s-community-youtube.png)
+
+
+## 3. Step-by-Step Breakdown & Rebuild
+
+**Template:**  
+https://zapier.com/shared/1cf48789b958c3e2bf8cae14ed25c6943f193a7f
+
+**Zap Name:**  
+[SIG-NAME]-Integration: Zoom Recording → Google Drive → YouTube
+
+### 3.1 Trigger – Zoom
+
+- **App:** Zoom (v2.24.7)
+- **Event:** New Cloud Recording
+
+**Setup inside Zapier:**
+- Connect the correct Zoom account
+- Choose trigger: New Cloud Recording
+- Configure filters if needed (e.g., only for your user or specific meeting topics)
+- Test trigger: Zapier should return a sample recording object
+
+**Fields to note:**
+- Recording Start Time → used in Formatter step
+- Download URL → used later for file upload
+
+
+### 3.2 Action – Formatter by Zapier (Date/Time)
+
+- **App:** Formatter by Zapier
+- **Event:** Date/Time → Format
+
+**Setup inside Zapier:**
+- Input: Recording Start Time (from Zoom)
+- From Format: Auto-detect
+- To Format: YYYY-MM-DD
+
+**Example Output:**  
+2025-09-04  
+(This clean date string will be inserted into file names and YouTube titles.)
+
+
+### 3.3 Action – Google Drive (Upload File)
+
+- **App:** Google Drive
+- **Event:** Upload File
+
+**Setup inside Zapier:**
+- Connect Google Drive account
+- Folder: Select destination folder (e.g., `/Team/Meetings/Recordings/`)
+- File: Map Zoom’s Download URL
+- File Name: `WG Node Lifecycle Meeting – {{Formatter Output}}.mp4`
+- Test: Zapier should upload a sample file into your Drive folder
+
+
+### 3.4 Action – YouTube (Upload Video)
+
+- **App:** YouTube
+- **Event:** Upload Video
+
+**Setup inside Zapier:**
+- Connect your YouTube channel
+- Video File: Map to the Google Drive file from Step 3
+- Title: `WG Node Lifecycle Meeting – {{Formatter Output}}`
+- Description: (Include structured details, e.g.)
+    - Weekly WG Node Lifecycle meeting
+    - Date: {{Formatter Output}}
+    - Agenda:
+        - Updates
+        - Open issues
+        - Next steps
+- Privacy: Choose Public / Unlisted / Private
+- Tags: (Optional, e.g., Kubernetes, Working Group, Node Lifecycle)
+
+
+### 3.5 Action – YouTube (Add Video to Playlist)
+
+- **App:** YouTube
+- **Event:** Add Video to Playlist
+
+**Setup inside Zapier:**
+- Playlist: Select the target playlist (e.g., WG Node Lifecycle Meetings)
+- Video: Map video ID from Step 4 (YouTube Upload)
+
+
+## 4. Testing the Zap
+
+- Run the Zap manually with a sample Zoom recording
+- Confirm:
+    - File appears in Google Drive with correct filename
+    - Video uploads to YouTube with correct title, description, privacy
+    - Video appears in the right playlist
+
+
+## 5. Error Handling
+
+- **Large files:** If file upload fails, check Zoom → Drive connection limits
+- **Retries:** Zapier retries failed steps automatically; confirm retry settings
+- **Notifications:** Ensure error emails are enabled in Zapier account
+- **YouTube Upload:** If YouTube rejects upload (e.g., quota exceeded), Zapier shows an error in Zap History
+- **Email Notifications:** Set up email notifications for failed runs
+
+
+## 6. Accounts & Connections
+
+This section details the accounts and connections used within our Zapier integrations.  
+Maintaining accurate and secure connections is vital for uninterrupted workflows.
+
+| Application        | Account Name  | Connected By | Last Reviewed |
+|--------------------|--------------|--------------|--------------|
+| Zoom Account       | Person       | Person       | Date         |
+| Google Drive Account| Person       | Person       | Date         |
+| YouTube Account    | Person       | Person       | Date         |
+
+
+## 7. Change Management Note
+
+Any edits to this Zap must be documented in this SOP and reviewed by [@youtube-admins](https://github.com/kubernetes/community/blob/master/communication/moderators.md#owners).  
+Export a new PNG of the flow when changes are made.
+
+
+## 8. Team Implementation Notes
+
+- All team members should have access to the Google Drive destination folder and YouTube playlist
+- Test workflow with a small sample recording before enabling full automation
+- Keep a version history: save screenshots or JSON export of Zap for version tracking
+
+
+## 9. Testing Checklist
+
+- Trigger fires when a new Zoom recording is created
+- File uploads to correct Google Drive folder
+- Filename uses YYYY-MM-DD format
+- Video uploads to YouTube with title & description
+- Video is assigned to correct playlist